Archive for the ‘Best Practices’Category

Calling all Wedding and Event Pros! It’s time to shine !

I’ve been working on this project for a few months and now it’s time to share the news! The shine event is an educational and professional development conference for ABC members as well as all creative professionals serving the wedding and event industry.

Prologue: I established myself as an independent event planner and bridal consultant more than a dozen years ago. While my title and credentials have gradually changed and evolved over the years, the fact that I am an entrepreneur does not change. I can label myself Planner, Designer, Consultant, or Specialist; I can throw in CEO, Owner or Founder… But the only thing that truly matters is this: I am the business owner, and I am responsible for my successes as well as my failures.

I don’t know about you, but I don’t like to fail. And yet, I entered business without knowing how to be successful as entrepreneur.

Did I make mistakes? – Yes I did.

Did I waste time and money? – Absolutely.

Did I learn from my mistakes? – You bet!

And that is the key: Learning (education). As an entrepreneur, learning is not optional. You must learn, or your business will not survive. You must find inspiration or you will burn out. You must adapt and try new things or you will become irrelevant.

I love my job. But entrepreneurship fascinates me! Entrepreneurs are some of the most intelligent, resourceful and creative people I’ve ever met. I have learned so much from my event industry colleagues I couldn’t pass up the opportunity to help educate and inspire others by organizing the shine event.

The Association of Bridal Consultants – Florida has put together an incredible conference: {shine} is a professional development conference featuring superb educational sessions presented by experts & leaders in our Industry and and beyond! Get a jump on your FALL 2014 EVENTS by squeezing 6 months worth of meetings into 2 turbo-charged days of inspiration, motivation, and networking!

It’s time for me to sit down with you and have “the talk”. It sucks that we live in an imperfect world, and it’s no fun for me when I have to talk about this stuff – I feel like “Debbie Downer” – but I owe it to you. An important part of a wedding planner|event planner‘s job is to mitigate risk, and help our clients protect their investment as well as themselves. Planners bring a wide array of experiences to the table, and the ability to spot potential risks and liabilities in particular is an extremely valuable benefit of our services.

You may be relying on contracts to protect your interests and ensure services are rendered, but how closely are you paying attention? What liabilities are you assuming by signing an agreement with a venue or vendor? Read carefully and you will likely see terms and conditions such as these:

“Renter assumes all liability of damages from candles including, damage from waxes, fire, or personal injury.”

“…the host will be responsible for any and all injury to persons or damage to property during your use of the premises…”

“The event host is liable for any damages…” “Damages includes physical damage to any part of The Premises, personal injury to any person attending the Wedding/Reception Event, any unpaid balances to third­‐party vendors, and any other physical, financial, or personal damage sustained as a result of this function.”

“(the venue) is not responsible for items lost, stolen or left by hosts, members of a wedding party, or guests”

Not to mention that it’s becoming more common for venues and public facilities to request (require) you provide them with a certificate of liability insurance. Sounds a little scary – doesn’t it?

Forget the venue… Let’s just celebrate in the backyard

Nope, you are not off the hook if you throw a party or event at home. For instance: If you host a party are you liable for injuries to a guest? Does it make a difference if you provide alcohol for your guests? What if they bring their own alcohol? Are you responsible for your guests after they leave? Wait, there’s more: Special caution needs to be applied when certain activities, such as swim/pool parties or boat outings, in conjunction with drinking actually increase the danger of the activity itself as well as the liability of the provider.

Fortunately for all, there is insurance for weddings and events – because in situations where things don’t go as planned, it can be a real life saver! Here are a few examples of wedding related mishaps:

Unexpected illness, injury or death of people who play an important part in the wedding

Dangerous and severe weather conditions that prevent the reception site from opening or impede guests from attending (hurricanes, blizzards, etc.)

Bridal shop closed down (Priscilla of Boston)

Stolen or lost gifts

Rented table linens accidentally thrown away

If the bride’s gown is lost, stolen or damaged

The bride or groom has to unexpectedly relocate for a job/active military duty

How much does it cost?

According to the Insurance Information Institute (III), wedding insurance can cost between $125 to $400, depending on the amount of coverage you buy (options, costs and limitations vary widely). When comparing policies, read the fine print carefully (…before you sign!). Pay attention to maximum coverage limits, exclusions and deadlines for purchasing various options. Additionally, some policies have deductibles you must pay before insurance kicks in.

Liability insurance for short-term special events provides important protection for a variety of organized events – such as family reunions, weddings, business meetings, and community events. Some events are one day only, while others may take place over a weekend or a few days. Fees vary based on the amount of insurance needed, number of attendees and the nature of the event, and a number of other factors. For example, a family reunion for 100p. will be assessed differently than a multi-day chili cook-off event for 1200p.

Ultimately, the overall cost of insurance often works out to be a small percentage of the total cost of the event (except in the case of free, no-budget, fund-raising type events). Whether you’re investing 15k or 115k, and receive a quote equal to roughly 1.5% to 5% (possibly more, as events vary), you literally can’t afford NOT to have insurance.

Oxford Hills Sun Journal (c) 2010

Last yet not least, it is widely advised to consult your insurance agent before buying additional liability coverage. Your agent can check how much coverage your homeowner’s insurance provides and whether it applies to wedding events; you may need a special rider or want to buy additional coverage through an umbrella policy. For example, if a guest stumbles and falls during your event, that may be covered…. But what if a guest smashes a light fixture at the hotel and the owner holds you responsible – will your home insurance pay for the damage?

The benefits of working with a planner are clear: Planners want to help you protect your investment and create a safe experience for your guests. By directing you to reputable facilities and vendors who carry appropriate insurance, and helping you make informed decisions, you can be confident you’re well prepared to handle unforeseen occurrences and properly covered for circumstances beyond your control.

In a previous post, I introduced Wedding Industry Experts as a phenomenal resource for information pertaining to the wedding and event industry – especially for novice planners and aspiring event pros. Much of the information is presented in reports featuring a panel of experts providing candid answers to a series of questions.

I’d like to share links to the most recent reports. For a few questions below, I included my response – although by clicking through to the full report, you will see a very interesting and insightful array of answers.

Report #11. What marketing method has proven the most effective for you in attracting new clients?Report #12. What do you consider as the most important skill a Wedding Planner or Wedding Designer should have and why?Report #13. Please name some vendors you love working with.

A Flair for Affairs + Encore Creations

A: Tough question because the list is l-o-n-g! It’s important to preface my answer by stating that every client deserves a tailored list of vendor referrals based on their needs and expectations.

However, when I have the opportunity to bring together my fave “dream team” vendors, VHVideo.com is always on my list. I also reach out to Encore Creations for weddings and events with an elevated level of production due to theming, entertainment or both.

What makes them, as well as more than a dozen other unnamed “dream team-ers” so great? For starters, they all share these characteristics: high level of professionalism, quick response time and follow-up, respect for me and my role as project manager/team leader, drama-free, excellent quality equipment/service/product, dependable, consistent, pleasant personality, always prepared and willing to over-deliver.

Report #14. What is a random interesting fact about you or your business?Report #15. How did you determine pricing for your services when you first started out and what advice can you give new planners/designers?Report #16. What’s your favorite part of the entire wedding planning process?Report #17. If you could give only one piece of advice to a bride/groom, what would that be?
A: Recently I completed an elaborate wedding for a very detail oriented bride. The venue manager said to me (while we were loading in and setting up) “I was surprised she hired a planner”.

Considering our team of three was on-site for 12 hours overseeing every imaginable aspect and occurrence, I don’t dare think what that wedding would have been like without us! A member of the venue team approached me at midpoint during the event and complimented our work; it was obvious from her comments and the actions of the staff they were somewhat out of their element. My advice: Hire a planner… Even if others think/tell you that you don’t need one.

Report #18. What trends are your seeing this year?Report #19. Fill in the blanks: I love working with a couple that …
A: I love working with a couple that is excited by trying new things – especially if they’re willing to entertain a few wild suggestions and unconventional ideas. Pair that up with a decent budget and I am in heaven!Report #20. What is the biggest strength that you bring to your clients?
A: The number one benefit that comes to mind is experience… Twenty-something years in the industry translates into literally hundreds of events that I have either planned, coordinated, attended or collaborated on. “An investment in experience is far wiser than savings gambled on inexperience.”

The second major benefit is my network – consisting of seasoned, connected, like-minded professionals, who are driven to satisfy and succeed!

02

10 2012

Finally!! Someone (Vanessa Kiely) had the stellar idea to approach established wedding planners and designers from around the globe for the purpose of gathering information that is not readily available from any other source.

Questions are presented to the panel of experts and answers are shared in weekly reports via the WEDDING INDUSTRY EXPERTS website and email newsletters. (Why didn’t I think of this?!?)

16

07 2012

Elisa Delgardio, CSEP, MBC

Planner | Designer | Speaker

I've been planning for as long as I can remember! When I was younger, I planned birthday parties for my siblings and surprise anniversary parties for my parents. I spent many years in the Hospitality industry and also studied Interior Design. I couldn’t have guessed that my creative and organizational talents would lead me to a career in event planning...seriously!

"To love what you do and feel that it matters - how could anything be more fun?"
- Katherine Graham

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